NYSAIS
hamburger icon
close icon

calendar icon Upcoming Events

View All

calendar iconCareers

View All

Where are the sponsorship showcases held?

All showcases are held at Mohonk Mountain House in New Paltz, NY.

Address

Mohonk Mountain House 1000 Mountain Rest Rd New Paltz, NY 12561 Get directions via Google Maps

Can we attend any sessions while at a conference?

On the day of the showcase, sponsors and exhibitors are welcome to join the showcase itself, the cocktail hour in the showcase space, and the dinner that follows with conference attendees. Other conference sessions are not open to sponsors and exhibitors, with one exception: participating platinum sponsors may attend keynote sessions, meals, receptions, and evening events for the full conference.

What is the typical schedule for a showcase?

Details can vary by event, but the general pattern is:
  • 5:00 pm – Exhibitors enter the showcase room to set up
  • 6:30 pm – Cocktails begin in the showcase room
  • 7:30 pm – Dinner begins. Representatives and attendees eat together.
Exhibitors should fully remove and pack their materials before going to dinner. You may bring your materials back to your room or car before dinner begins.

What can we expect for our table?

Each company is provided with one six-foot-long, white, cloth-draped table for showcases (with the exception of the Annual Conference for Heads of School). We work to ensure a balanced mix of sponsors and exhibitors that are relevant to the audience for each conference.

Sample Table

We recommend a simple setup, since everything at your table needs to be taken down before dinner. Avoid fitted tablecloths; table dimensions may vary slightly and fitted cloths may not fit properly.

Table Placement

Final table assignments and room layout are set the evening of the showcase. Staff will be available to direct you to your table. The room accommodates up to 28 tables (approximately 6′ by 3′). Every location in the room is positioned to support good traffic flow.

Will there be access to power and/or electronics?

If you need electricity at your table, please indicate this during registration so your table can be placed near an outlet. Mohonk also offers monitor/TV rentals (contact Mohonk directly at 845-255-1000 for details). Exhibitors should bring their own extension cords, power strips, and gaffer tape.

How can we submit names for our required name badges?

Approximately 10–14 days before the showcase, NYSAIS sends a “Housekeeping” email with logistical details. That email includes a request for name badge information for up to two company representatives.

How many representatives can we bring?

Each sponsoring company may bring up to two representatives to a conference.

What are the hotel accommodations available to us?

Mohonk Mountain House is a private resort. To pass through the gate and access the property, every attendee must have a paid reservation. This can be an overnight stay or a day-guest reservation. For the evening of the showcase, a paid dinner reservation or overnight accommodation is required if you plan to attend dinner with conference participants. All meal and room reservations are handled directly with Mohonk, either by calling 800-772-6646 or booking online. Guests staying overnight may qualify for the NYSAIS room block rate, depending on availability. Thirty days prior to the conference, any remaining rooms in the NYSAIS block are released on a first-come, first-served basis to sponsors and exhibitors who already hold overnight reservations.

Alternative Hotels

The following hotels in New Paltz are frequently used by sponsors and exhibitors who prefer to stay off-site. Please note that even if you stay off-site, you still need at least a meal reservation at Mohonk to attend the showcase and dinner.

Will we get access to an attendee list?

Sponsors and exhibitors receive a list of conference attendees who have chosen to share their contact information. Only attendees who opt in are included.

Will there be a showcase at the Annual Conference for Heads of School?

No. The Annual Conference for Heads of School does not include an exhibitor showcase.

Can we mail materials ahead of time?

Yes. You may ship materials to Mohonk in advance of the conference. Please use the template below so that packages can be directed correctly to the showcase floor. Materials should arrive no earlier than one week before the conference.

Shipping Label Template

Mohonk Mountain House C/O [Your Company Name] NYSAIS [Conference Showcase Name] 1000 Mountain Rest Rd New Paltz, NY 12561

Will there be WiFi available?

Yes. Complimentary WiFi is available at Mohonk. You can obtain the network name and password at Guest Services when you arrive.

Are there speaking roles available?

Speakers for NYSAIS conferences are selected by committees of volunteers. Speaking roles are not directly tied to sponsorship.

Any other logistics we should be aware of?

Many exhibitors like to hold a raffle by collecting contact information at their tables. Time is reserved during dinner after the showcase to draw names and award prizes. If you plan to offer a raffle, please bring a container and slips or notepads for collecting entries, and bring the container with you to dinner for the drawing. Mohonk Mountain House also has a United States Post Office on-site that can accept your packed materials for shipping after the event. Contact the Mohonk front desk for details.